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Privacy & Cookies Policy

THE ITV VILLAGE - PRIVACY POLICY

About this privacy notice

Research Bods Online Limited, a company registered in England under company number 07642707 whose registered office is at 4th Floor, 21 Queen Street, Leeds, LS1 2TW, is an online data collection company that focuses on building and managing large online consumer panels and communities to provide high quality research data to its clients. Reference to “ResearchBods”, “we”, “us”, and “our” are references to Research Bods Online Limited.

ResearchBods administer and operate the website www.theitvvillage.com (referred to as the “Site”) and The ITV Village Community panel (referred to as “Panel”) on behalf of ITV Broadcasting Limited, a company registered in England under company number 955957 whose registered office is at 2 Waterhouse Square, 140 Holborn, London EC1N 2AE(“ITV”). ITV will be the data controller for the purposes of this privacy notice.

This privacy notice covers the collection of personal information from users of the Site and members of the Panel ("you" and "your") and use of that information by ResearchBods, ITV and parties that we authorise, such as our suppliers and subcontractors.

Your information is very important to us and we look after your information carefully in line with the latest data protection and privacy laws. We also want to be transparent about what information we collect about you, how we use it, and how you can control what we do with this information. We’ve set out below more detail on what information we collect about you and how we use that information.

Please do read this privacy notice and our Cookie Policy, so you know what we are doing with your information. By accessing and using the Site and by participating in the Panel, you are agreeing to the terms of this privacy notice and to our Cookie Policy. We may update this privacy notice and our Cookie Policy from time to time and we’ll post any changes on our Site.

This privacy notice was last updated on 24 May 2018.

What information do we collect?

The information we collect about you depends on how you’re using the Site and participating in the Panel, but we will only collect your personal information where necessary.

To become a member of the Panel, you need to register with us. When you register we ask you to provide some basic information about yourself, such as your name, email address, and your date of birth - which we call “Registration Data”. Please note, we may delete your account if you’ve been inactive for a period of time, so please make sure that any Registration Data is accurate and kept up to date.

We also collect information you submit when completing any of the research tasks (eg. surveys, polls or forum discussions) we invite you to participate in, or feedback, comments or other information that you provide to us through the Site or otherwise, including any information, photos and/or videos which you may upload. This may include the collection of sensitive personal information such as your ethnicity and sexuality, which helps us to ensure that our Panel is representative of the UK population and to conduct research more effectively.Providing sensitive personal information is always voluntary, and you may withdraw your consent at any time by emailing us at hello@theitvvillage.com.

Other information we may collect includes:

- information about your use of our Site and the Panel, including details of your internet protocol (IP) address, operating system, browser version, cookie details, how long you stayed and on which pages, and your navigation around the Site and the Panel; and

- through the use of "cookies" and/or other devices (for details, see our Cookie Policy); and

- from third party suppliers who have confirmed to us that they are authorised to pass your information to us in accordance with your legal rights.

Information on the Site may be publicly available

Please always think carefully before disclosing information to other members of the Panel or making your information publicly available on the Site. We recommend that you do not reveal to others via the Site any personal information about yourself or anyone else (such as your telephone number or home address). It is important that you are aware that any information you disclose to another Panel member may then be disclosed by that member. We have no responsibility or control over the contents of communications made between Panel members on our Site.

Do we use cookies?

We, and our authorised third parties, may use cookies and/or other tools to store and sometimes track information about you. For more details about what cookies are, the cookies we use and how to disable them, please see our Cookie Policy.

How long do we keep your information for?

We will keep your personal information for only as long as necessary, which is longer in some cases than in others. The length of this retention period depends on the purpose for which the information was obtained and its nature. For example:

- We may need to keep some personal information about you so that we can deal with any complaints you might make about the Site or the Panel or our services.

- If you ask us to stop sending you emails in connection with research tasks, the Site and the Panel, we need to retain enough information about you to enable us to ensure we stop including you in any communications.

- We may need to keep personal information so that we can defend possible future legal claims.

- We may have a legal or regulatory duty to retain particular personal information for a certain minimum period (for example, under HMRC tax rules).

How do we use your information?

We and our authorised third parties may use your information in a variety of ways, to:

- verify your identity (eg. when you register as a member of the Panel or return to the Site);

- administer and manage the Site and the Panel;

- invite you to participate in and communicate with you about research tasks (such as surveys, polls and forum discussions) on the Site and other research activities that we feel may be relevant to you based on the information you provided to us;

- create anonymous, statistical profiles of Panel membership based on the information provided by you and other members of the Panel;

- collate and aggregate responses to research tasks by you and other members of the Panel to present the anonymised results in research reports - these will not be used to identify any individual Panel member;

- send you communications about the Site and the Panel (including service messages to make you aware of new features or changes on the Site, The ITV Village newsletter and information about prize draws and rewards);

- to show our appreciation for participating in the Panel, we reward members for completing research tasks (eg. surveys, polls and forum discussions). Rewards include vouchers and free prize draws, which are run in accordance with our General Prize Draw Terms and Conditionsand any additional terms which may be stated on the Site. For the avoidance of doubt, we will use your information to enter you into any prize draws that you are eligible to take part in or, where invited to do so, have asked to be entered into;

- administer rewards (such vouchers or prize draws). If you are a prize winner, we will publish a list of prize winners on the Site and/or in the ITV Village newsletter that is sent to Panel members via email;

- monitor and develop the Site and the Panel to improve your experience;

- conduct market research, which may include statistical, technical and logistical analysis;

- verify that the Panel is representative of the UK population;

- process and deal with any complaints or enquiries made by or about you;

- monitor compliance with and investigating any suspected breach of the Terms and Conditions of Use or other applicable terms including without limitation by way of (a) checking postings or submissions in connection with your use of the Site, and/or (b) using keyword triggers to investigate usage that may be inappropriate; and/or

We’ll only process your personal information where we have legal grounds to do so. Generally, we’ll only process your personal information on the following grounds:

- you have given your consent for the processing.When we rely on consent to process your personal information including when we collect sensitive personal data such as relating to ethnicity or sexuality, you always have the right to withdraw your consent. If you withdraw your consent to us processing sensitive personal data, we will stop sending you any research tasks which require this information but may continue to send you other research tasks and we may still use the anonymised, aggregated data which we have created using your information;

- the processing is necessary in order to take steps at your request prior to entering into a contract (including our Terms and Conditions of Use);

- the processing is necessary for compliance with a legal obligation placed on us and/or ITV, or one of our authorised third parties;

- the processing is necessary for the purposes of the legitimate interests pursued by us, ITV or by a third party. For example, we are a market research provider so have a legitimate interests in carrying out research, and ITV has a legitimate interest in undertaking market research and using the results of that research to gain insight about its business, including in relation to its audience, programming, channels, platforms, brands and the advertisements that are shown, which may involve processing of your personal information. In certain limited circumstances you may have the right to object to processing based on such legitimate interests.

The ITV Village Website

When you use the Site we may process your data in the following ways:

Purpose of processing

Data involved

Legal grounds for processing

Market research

Registration Data and other information you provide to us (other than sensitive personal information), which may include photos and/or videos you upload on the Site.

Necessary for the performance of a contract: when you agree to participate in each of our research tasks in exchange for a reward (which may include entry into a prize draw or a voucher), then there is a contract between us for you to complete those research tasks and for us to be able to use the resulting data and to provide you with a reward (which may include an entry into a prize draw or a voucher), and we will process your data in connection with that contract.

Legitimate interest: We undertake market research on behalf of ITV. ITV has a legitimate interest in undertaking market research and using the results of that research to gain insight about its business, including its audience, programming, channels, platforms, brands and the advertisements that are shown.

Market research

Sensitive personal information

Consent: when you submit sensitive personal information when you complete research tasks, you consent to our use of the information for the purposes as described in this privacy notice.

Legitimate interest: We have a legitimate interest in understanding how people are using our Site and are engaging with the Panel services, both so that we can improve and so that we can undertake research more effectively. Therefore we may use your personal data to understand and analyse use of the Site and the Panel services.

Administer rewards such as prize draws or vouchers, and for winners of prize draws, publish their name and county on our Site or in the Panel newsletter

Registration Data and for prize draw winners, their name and county

Necessary for the performance of a contract: when you agree to participate in our research services in exchange for a reward (such as an entry into a prize draw or a voucher), then there is a contract between us for you to complete those research tasks and for us to administer that reward and we will process your information in connection with that contract.

Compliance with legal obligation: the Non-Broadcast Code of Advertising and Direct & Promotional Marketing (CAP Code) requires us to publish or make available the winner’s name and county.

Queries and complaints handling

Registration Data, log-in history, history of engagement with our services, browsing data, device internet protocol (IP) address and device type, any other data you provide to us

Legitimate interest: We have a legitimate interest in our users engaging with our Site and services and improving our Site and services. Therefore we may use your personal information to manage any queries or complaints you may have.

Emails from The ITV Village

All Panel members will receive service emails in connection with the Site and the Panel which include emails about new features or changes on the Site, and general news and updates such as The ITV Village newsletter, newsflashes, research tasks (eg. surveys, polls or forum discussions) on the Site, and other research activities that we feel may be relevant to you based on the information you provided to us, as well as information about rewards, including prize draws in connection with research tasks on the Site.

These emails are necessary for us to provide our research services and by registering to be a member of the Panel, you agree that you understand this.

You can decide to stop receiving these emails from us at any time. The easiest way to do this is to click on the ‘unsubscribe’ link at the bottom of any of the emails. Alternatively, you can email us at hello@theitvvillage.com from your registered email address and ask to unsubscribe from the emails. As these emails are critical to us being able to run our services, if you do unsubscribe, we will keep your account active for a short period in case you change your mind but will then delete your account (please see the “Closing your account” section below).

Do we share your information?

We will share your personal information with ITV, as the owner of the Site and the Panel, although ITV will only receive information as needed for the purposes described in this privacy notice. Generally the information that is provided to ITV will be in the form of aggregated, anonymised results of the research tasks that are completed by you and other Panel Members. Please note that ITV also has access to those parts of the Site that are also visible to other Panel members as well as open and closed online discussion forums on the Site, and may engage with you directly via such discussion forums and other areas of the Site.

We will also create research reports for ITV to use for its business purposes, which may include disclosure to other members in the ITV group of companies and third parties (such as advertiser clients and media buying agencies).

As you have an interest in ITV services, ITV may also share your personal information with other members in the ITV group of companies to provide other services and products that you request. If we know that you are a user of another ITV group service (such as the ITV Hub), we may inform ITV of this, and ITV may combine the data it holds about you from that service with the responses to the research tasks that you provide on the Site. ITV may use the combined data to improve its products and services which may include creating and using models to help provide a more personalised experience in relation to content and/or advertising.

We may also pass information about you to other parties as follows:

- to third parties authorised by us and acting on our behalf such as our employees, contractors, suppliers and/or agents including without limitation our customer care teams to administer and manage the Site and the Panel now or in the future. These third parties are only allowed access to your information as needed to perform functions connected with the Site and the Panel, or to provide services to us. They’re not allowed to use it for any other purpose;

- as part of general statistical information about the Panel’s membership base, traffic volumes and related matters. These details will not include information from which you could personally be identified;

- to the police, regulatory bodies or legal advisers in connection with any alleged criminal offence, unlawful activity or suspected breach of the Terms and Conditions of Use and/or the breach of any other applicable terms or where required by law or where we suspect harm or potential harm to others. We will cooperate with any law enforcement authorities or court order requesting or directing us to disclose the identity or location of or any other information about anyone breaching any relevant terms and conditions or otherwise for the prevention or detection of crime or the apprehension or prosecution of offenders;

- the Site contains public forums and pages which are displayed to other members of the Panel. When you engage with these areas of the Site, your user name and some profile information you voluntarily provide and your submissions will be publicly available. Please always think carefully about creating your user name (which will be the identity by which you are known on those areas) and before disclosing information to other users or otherwise making your information publicly available;

- if there are changes to ITV’s or ResearchBods’ business (see section below on “Changes to business”).

What are your rights?

Any personal information you supply will be treated in accordance with applicable data protection laws including the General Data Protection Regulation and any other applicable or superseding legislation. We are committed to delivering the rights that individuals are entitled to under data protection laws in the UK. These include:

- the right to request a copy of the personal information we hold about you. To do this, please contact us at hello@theitvvillage.commaking clear that you are requesting a copy of your personal information and including full details of what you require. You may also be required to submit proof of your identity.

- the right to object to your personal information being processed where the legal basis for the processing is our or ITV’s legitimate interests as a business (see “How will we use your information?” section above). We will comply with such a request unless there is a lawful reason for not doing so, such as when we need to continue to process your information to defend a legal claim or if this information is necessary for the ongoing provision of our services.

- the right to rectification. You may request that we correct any inaccurate and/or complete any incomplete personal information.

- the right to withdraw consent. Where we are processing your personal information on the basis that you have given us your consent to do so, you may withdraw your consent at any time by contacting us at hello@theitvvillage.com.

- the right of erasure. You may request that we erase your personal information and we will comply, unless there is a lawful reason for not doing so. For example, there may be an overriding legitimate ground for retaining your personal information, such as keeping your payment information for several years to comply with HMRC rules.

- the right to data portability. In certain circumstances, you may request that we provide your personal information to you in a structured, commonly used and machine readable format and have it transferred to another provider of the same or similar services to us. Where this right is applicable, we will comply with such transfer as far as it is technically feasible.

- the right to lodge a complaint with the supervisory authority. We suggest that you contact us about any questions or if you have a complaint in relation to how we process your personal information. However, the Information Commissioner’s Office in the United Kingdom (“ICO”) regulates our processing of your personal data and you do have the right to lodge a complaint with the ICO. Details of how to contact the ICO can be found on the ICO website at ico.org.uk.

What this privacy notice does not cover

This privacy notice doesn’t cover companies, services or applications that we don’t own or control, or people that we don’t employ or manage. This includes (without limitation) third party websites or applications/widgets (e.g. from social media platforms such as Facebook or Twitter) that we may link to or offer via our Site.

Also, it doesn’t cover certain pages and services provided via our Site that are hosted, managed and operated by other parties. These third parties, applications and services are wholly independent of us and are solely responsible for all aspects of their relationship with you and any use you may make of them. They may have their own privacy notices and/or terms and conditions of use, which we recommend you read before using.

Service providers based outside Europe

Generally, we will only process your data in the European Economic Area as data protection and other laws of such countries may not be as comprehensive as those in the European Economic Area.

If we do engage a new supplier located, or with servers that are located, outside the European Economic Area in the future then we will take all steps reasonably necessary to ensure your information is treated securely and in accordance with this privacy notice. We‘ll only transfer your personal information to a territory outside of the European Economic Area under the following circumstances:

- the European Commission has determined that an adequate level of protection for personal information is in place in the country to which we transfer your data;

- standard data protection clauses as adopted by the European Commission are in place governing the transfer (you can view the standard clauses on the European Union’s legal website at eur-lex.europa.eu); or

- for transfers to the USA, the recipient organisation is a participant in the EU-US Privacy Shield programme.

Access, correction and updates to your information

You have the right to access your personal information and to correct it. Please make sure that you update your details as soon as possible with all relevant changes.

When you register as a member of the Panel and open a user account on the Site, you can access your membership information on your ‘Profile’ page by logging into the Site. If you need to update or correct any of your membership information, you can do this within the ‘Profile’ page.

Alternatively, you can write to us at ResearchBods Online Limited of 4th Floor, 21 Queen Street, Leeds, LS1 2TW, United Kingdom or email us at hello@theitvvillage.com in order to access and/or update your data at any time.

Closing your account

You may close your Panel member account at any time. This can be done by going directly to your ‘Profile’ page. If you close your Panel member account, your profile information will be removed, you will be unable to access the Site and you will no longer receive emails from us.

We will delete your account as soon as reasonably practicable following receipt of the deletion request, and in any event within 5 business days. If you delete your account, we may continue to process your data for contractual reasons e.g. if we need to provide you with a prize won before closing your account. Please note if you have not earned a reward or incentive or rewards at the time you delete your account, you will forfeit any rights to try and earn or receive those incentives or rewards.

We also reserve the right to suspend or terminate your Panel membership, or your ability to access to the Site immediately and without notice at any time, at our sole and absolute discretion. This may be because, for example, we consider that you have breached the Terms and Conditions of Use or any other applicable terms or if you have been inactive for a period of time.

We may close the Panel and your account when the research programme ends or is cancelled. In these circumstances, we will inform all Panel members by email of the Panel being closed, at which point your access to it will cease.

Business Changes

The Site and the Panel is part of ITV’s business. ITV may choose to run the Site or the Panel itself, engage one of its group companies to run it or to appoint a new supplier to run it in which case your information may be passed to ITV or that new supplier. Use of your personal information will remain subject to this privacy notice (as amended from time to time).

If we or ITV become involved in a merger, acquisition, restructuring, reorganisation or other transaction involving the sale of some or all of our assets, then your information may be included in the assets that are transferred to the new owner and may be provided to the entities and advisors involved. Such a transaction may involve us or ITV: (i) retaining the right to continue to use transferred personal information in addition to the right of the new owner to use such information; and (ii) engaging in additional transfers of personal information (including new personal information) with the new owner from time to time following such a transaction. ITV, or the new owner, will provide notice to you before any of your personal information becomes subject to a different privacy notice.

Data controller

ITV Broadcasting Limited is a company registered in England and Wales (registered number is 955957) with registered office at 2 Waterhouse Square, 140 Holborn, London EC1N 2AE. ITV’s VAT registration number is 197 0041 67.

Contact us

You can email us with any questions, concerns or complaints at hello@theitvvillage.com or write to us at Research Bods Online Ltd, 21 Queen Street, Leeds, LS1 2TW, United Kingdom.